Pre-shipment documentation checklist

To do's for carrier booking, documentation, loading and pre-departure. Note this isn't saved or sent, print it for your own reference.

Booking

Book space on a vesselContainer type, quantity, load date confirmed with the shipping line or freight forwarder.Exporter / AgentCargo temperature instructedReefer container temperature and ventilation requirements confirmed.Grower / Exporter

Documentation

Commodity code confirmedCorrect HS code identified and shared for customs clearance.Importer / AgentCommercial invoice issuedValues, currency, Incoterm and parties stated, matching the booking.ExporterPacking list preparedCarton counts, pallet configuration and weights, matching the invoice.ExporterBill of lading checkedConsignee, notify party and description checked before the carrier releases it.Exporter / AgentPhytosanitary certificate obtained, where requiredFor regulated plants and plant products. Issued in the country of export before the goods leave, and it cannot be obtained retrospectively.Grower / ExporterIPAFFS pre-notification submitted, where requiredFor goods under plant or animal health controls. Filed ahead of arrival, within the notice period set for the commodity type.Agent

Loading

Temperature verified at gate-inReefer plug-in temperature checked against the agreed set point.Exporter / AgentContainer sealed and seal number recordedSeal number noted on the bill of lading and packing list.Exporter

Once on the water

Documents sent to the agentFull set issued so the entry can be lodged before the vessel berths.Exporter / AgentCustoms entry lodgedDeclaration filed on CDS ahead of arrival so the box is releasable on discharge.AgentDelivery bookedSlot booked into the Warehouse or store for the day of release.Importer / Agent